Items not covered by the Agency Fee Schedule or a State Contract are subject to the Mississippi Public Purchases law. This law requires the following for all client service purchases authorized by the counselor:
1. Purchases of $5,000.00
or under, exclusive of freight or shipping charges, may be authorized to any
vendor with no bids or approval required (except for Computer
/telecommunication related purchases).
2. Purchases over $5,000.00, but not in
excess of $25,000.00, exclusive of freight or shipping charges, require at
least two written quotes or certification that the vendor is a single source*.
The Request for Purchase form (DRS-FIN 1) or client authorization and quotes or
certification are to be submitted to the District Manager. Purchases will be
made from the lowest and best overall quote that meets the specifications. DO
NOT ISSUE AUTHORIZATIONS UNTIL NOTIFIED OF APPROVAL. After receiving written
approval, the Authorization and Statement of Account may be issued. A copy of
the approval document and quotes must be attached to the Statement of Account
when submitted to the Finance Office for payment.
*Single source vendor considerations - Do
other companies make similar commodities that will do the same job or meet the
same goals? If so, why is this commodity unique from all others? What can it do
that the others can't? Is there a copyright or patent on this commodity? Will
the company write a letter certifying this to be true? Are there distributors
outside of Mississippi or will the manufacturer give you a quote?
3. For purchases over $25,000.00,
exclusive of freight and shipping charges, you must send the specifications for
the items being purchased or construction projects being proposed to the
District Manager, who will then submit the request to the Finance Office. (See
Section 6.2.7 of the OVR/OVRB Resource Guide
for requirements for AT related purchases). IT IS UNLAWFUL TO SPLIT A PURCHASE
TO CIRCUMVENT THE REQUIREMENTS FOR ADVERTISING. The Finance Office will arrange
for the advertising in the newspaper, provide guidance in obtaining the bids,
and obtain approval from the Bureau of Purchasing (P-1). Purchases will be made
from the lowest and best overall bidder that meets the specifications.
AUTHORIZATIONS SHOULD NOT BE ISSUED UNTIL NOTIFICATION IS RECEIVED.
